Facilities Manager

The successful applicant will provide a professional and comprehensive facilities management service to DCA’s business reporting directly to the Board of Directors.  

This is an excellent opportunity for a highly organised professional Facilities Manager, with proven ability and experience in facilities management, to work for a successful, forward-thinking organisation that can offer an informal, friendly but professional and hard-working environment. 

This description is not exhaustive and is intended as a general guide.  

 

Duties and responsibilities  
  • Act as a primary key holder for our premises based in Warwick ( will require availability for out of hours attendance on site in the event of specified intruder/fire alarm being raised).
  • Source and purchase, as approved by Directors, furniture and other fittings and fixtures in line with DCA’s brand values and guidelines.
  • Prepare detailed, itemised annual budgets, monthly updates on tasks and quarterly updates on budgets. Monitor and control spend within the approved budget and report when required to the Board. As a minimum, you will be required to report at monthly Board Meetings.
  • Implement and maintain a preferred suppliers list, ensuring all contractors have agreed to DCA’s contractor’s arrangements, have the correct insurances in place and have an appropriate health and safety policy where applicable. Induct all contractors on the first day of works. Contribute to the review of DCA’s contractors procedures.
  • Source quotations from preferred contractors, architects, designers, service providers and suppliers and negotiate accordingly to achieve the best mix of value and appropriate quality. Commission works once the costs and specification have been approved by the DCA Board.
  • Ensure contractors provide method statements and risk assessments and liaise with the Health and Safety Manager to confirm that these are adequate before building works commence.
  • Manage all facilities-related projects ranging from minor refurbishments and repainting projects to major building programmes, from commission to signed off completion. Liaise closely with all external contractors, architects, designers, service providers and suppliers during these projects to ensure disruption to DCA’s business is kept to a minimum. This may include the need to supervise work out of hours and at weekends.
  • Monitor and audit building wear and tear and make new proposals for new building projects/refurbishments/repairs. You will be expected to conduct regular audits of the buildings. Create and record issues on a log.
  • Keep a schedule of day to day building maintenance work and manage work against this accordingly.
  • Pro-active management of the Facilities Assistant, ensuring there is an up to date schedule of daily / weekly / monthly tasks. You will also need to prioritise, communicate and control ad hoc tasks for the facilities team as and when necessary, planning and balancing the teams’ time whilst considering the project and client needs.
  • Review and manage DCA’s service and maintenance contracts (gas boiler, instant water boilers, intruder alarm, air conditioning etc), ensuring that all servicing is completed in a timely manner, that all relevant documentation is obtained and any actions completed.
  • Be the primary contact for all internal queries, reported faults and suggestions from DCA staff adding such suggestions to the log.
  • Be familiar with and understand the content of the leases for DCA’s rented premises. Liaise with the relevant landlords, when required, regarding the maintenance of these premises and the continuance, or otherwise, of the current lease arrangements beyond the existing breakpoints. Implement a schedule of lease requirements for the lease periods.
  • Support the Board in locating and arranging contracts for alternative or additional short or long term accommodation, as and when required.
  • Be familiar with the physical arrangements relating to utility supplies at all DCA’s premises, including electrical, gas, water and drainage. Annually review DCA’s contracts with the relevant utility providers to balance service quality and value.
  • Be aware of DCA’s identified asbestos-containing materials and annually review and report as appropriate.
  • Contribute to building and facilities-related internal risk assessments carried out by the Health and Safety Manager.
  • Liaise with the IT team on all buildings and facilities projects that may impact existing and future IT infrastructure requirements.
  • Liaise with the Health and Safety Manager regarding building and facilities related issues and complete relevant actions as highlighted.
  • Carry out or contribute to ad hoc buildings and facilities related tasks as and when required.
  • Manage and review the asset tracking system on an ongoing basis.
  • In conjunction with the Health and Safety Manager ensure the delivery and installation of all machinery and equipment into DCA’s premises is managed in a safe and efficient manner.
  • In conjunction with the Health and Safety Manager ensure all calibrated inspection and test equipment is documented and serviced annually in a timely manner, by a suitably qualified professional company.
  • Liaise with workshop staff as required and attend the workshop forum, actively participating and contributing to the buildings and facilities agenda and associated actions.
  • In conjunction with the HR team coordinate desk moves and seating layout. 
  • Contribute to the induction of new starters and provide refresher training to existing staff as identified.
  • Undertake such other tasks for which you are suitably qualified as the DCA Board may from time to time request.  
     
Personal specification 

The ideal candidate will be able to demonstrate the following knowledge, skills, experience and qualifications required to undertake the role effectively: 

  • High level of proficiency in Microsoft Office packages, especially Outlook, Excel and Word.
  • Excellent communication skills both written and verbal.
  • Self-motivating and able to work on own initiative.
  • Organisation and time management skills; versatility and ability to prioritise workloads.
  • Strong work ethic with a ‘can-do’ attitude.
  • Good knowledge of building regulations.
  • Good knowledge of CDM regulations.
  • Awareness of health and safety issues, especially risk assessments and method statements.
  • Preferably a member of the Institute of Workplace and Facilities Management. 
  • Relevant qualifications and commercial experience.
  • Strong numeracy skills with the ability to understand, organise and present financial data.  
  • Research and networking skills with the ability to draw information from various sources.
  • Strong negotiation skills.
  • Ability to work with diagrams, contracts, plans and illustrations, liaising with DCA’s legal advisors as required.
  • Design sensitivity and eye for detail. 

 

We offer competitive salaries, with other benefits such as discretionary bonus and profit-related pay schemes, as well as regular development training.